How to Send a Proposal via Email: Templates & Security Tips

Sending a business proposal via email requires more than just attaching a document. The way you present and secure your proposal can make or break your chances of success.

In this guide, you'll discover four proven email templates and learn how to use Papermark's security features to protect your proposals while tracking their engagement.

How to structure your business proposal email

A well-structured proposal email follows these key elements:

4 proposal submission email templates

Method 1: Short and sweet

This method is perfect for busy professionals who prefer direct communication.

Subject: Proposal for [project name] - [your company]

Hi [name],

Thank you for the opportunity to submit this proposal. I've prepared a detailed solution based on our discussions.

You can access the secure proposal here: [Papermark Link]

Let's schedule a call next week to discuss any questions you might have.

Best regards, [Your name]

Method 2: Full executive summary

This comprehensive approach works well for complex proposals requiring detailed explanation.

Subject: [Company Name] - Comprehensive Proposal for [Project Name]

Hi [name],

Thank you for considering our proposal. Based on our discussions about [specific pain point], we've developed a solution that addresses [key challenges].

Our proposed solution includes:

• [Key Feature 1]
• [Key Feature 2]
• [Key Feature 3]

Investment: [Amount] for [Timeline]

You can review the complete proposal here: [Papermark Link]

I'm available for a detailed discussion on [specific dates].

Best regards, [Your name]

Method 3: Problem-solution approach

This method focuses on the client's specific challenges and your solution.

Subject: Solving [specific problem] - Proposal from [your company]

Hi [name],

During our last conversation, you mentioned struggling with [specific problem]. We've developed a solution that directly addresses this challenge.

Our approach:

1. [Solution step 1]
2. [Solution step 2]
3. [Solution step 3]

Access the detailed proposal here: [Papermark Link]

Let me know if you'd like to discuss this further.

Best regards, [Your name]

Method 4: Follow-up format

Perfect for proposals following initial discussions or meetings.

Subject: Follow-up: Proposal for [project name]

Hi [name],

It was great meeting with you last week to discuss [project details]. As promised, I've prepared a proposal that outlines our recommended approach.

Key highlights:

• [Highlight 1]
• [Highlight 2]
• [Highlight 3]

You can review the complete proposal here: [Papermark Link]

I'm available to discuss this further at your convenience.

Best regards, [Your Name]

How to secure your proposal

Securing your business proposal is crucial to protect sensitive information and maintain professional credibility. Without proper security measures, your proposal could be shared with unauthorized parties or fall into the wrong hands.

There are several ways to secure your proposal: password protection, watermarking, access controls, and link expiration. However, managing these security features across different platforms can be complex and time-consuming.

Papermark provides a comprehensive solution that combines all these security features in one platform, making it easy to protect your proposals while tracking their engagement.

How to use Papermark to securely share documents

Papermark offers the simplest way to secure and encrypt documents before sharing them via email.

Create secure, password-protected links

1. Log in to Papermark: Access your Papermark account
2. Upload document: Select your sensitive document for secure sharing
3. Enable security features: Add password protection and access controls
4. Upload to Papermark

Configure security settings

1. Set password protection: Enable password requirements for document access
2. Configure access controls: Set viewing permissions and expiration dates
3. Enable email verification: Require recipient email verification for additional security

Track document access

Monitor who accesses your sensitive documents through Papermark's analytics dashboard:

• View access timestamps
• Track viewer engagement
• Monitor download activity
• Receive unauthorized access alerts

Advanced security features

Papermark provides several advanced security features to protect your sensitive documents:

1. Dynamic watermarking:
   • Automatically adds viewer's email and timestamp
   • Customizable watermark placement and opacity
   • Deters unauthorized sharing
   • Tracks document leaks to specific viewers

Learn more about dynamic watermarking

2. Screenshot protection:
   • Prevents unauthorized screenshots
   • Blurs content when screenshot is attempted
   • Works across desktop and mobile devices
   • Logs screenshot attempts

Have more than one document? Use datarooms instead

When your proposal includes multiple documents, Papermark's data rooms provide a secure way to organize and share them:

1. Create a data room:
   • Group related documents together
   • Organize by sections (e.g., executive summary, pricing, timeline)
   • Set up folder permissions
   • Apply consistent security settings

2. Upload documents:

   • Add multiple files at once
   • Maintain folder structure
   • Set individual document permissions
   • Enable security features for all documents

3. Share securely:

   • Generate a single secure link for the entire data room
   • Set access permissions for the whole folder
   • Track engagement across all documents
   • Receive notifications for any access

Start sending secure documents

Ready to send secure proposals?

Sending a proposal via email doesn't have to be a security risk or a professional gamble. By following these best practices and leveraging Papermark's security features, you can ensure your proposals are both professional and protected.

Get started with Papermark

Related resources

• How to send documents securely via Gmail
• How to password protect your documents
• Best practices for document security